A Return to a Paper Based Productivity System

[svsmailus]

Hi Folks,

As I head to the end of a difficult year, I’ve set myself a challenge to move to a more paper based productivity system. I’m posting here so I can hold myself to account and perhaps get some encouragement along the way! I’m also open to tips and ideas that have helped you improve your paper based productivity.

Rationale

I’m a church Pastor, so changing systems is not too onerous. I will need to still communicate via email and the various messaging system the church uses. The last six months have been recuperation from a major op and dealing with metastases in my lungs, which, praise God, seems to be under control. Next week I start back full time at work with monthly bouts of Immunotherapy. I must confess that the “me” returning to work is not quite the same as the “me” who left work. With the prognosis that my time on the earth is going to be somewhat shorter than planned (hopefully at least 5+ years), my priorities and my approach to work have changed.

Having spent time evaluating my work processes, I’ve discovered that I’m actually more productive working on paper than a computer. I suppose, for me, less distractions are better as well as less to maintain. I’ve also found that I’ve lost interest in maintaining lots of apps or trying out new one’s. Work requires some collaboration in Google Workspace, but not much. Handing on stuff to others when I took a break from work was also not as easy digitally as I thought, as I’m the only one on a mac system and getting data to others was a bit of a faff to be honest. It is easier to hand someone a folder of papers and tell them everything they need is in the folder.

My plan for getting back to work is as follows:

I single reporter’s notebook for all notes and meetings. I’ve already been doing this since September as I have been partially returning to work. This has worked surprisingly well. My notebooks have 70 pages. I reserve the first page for information I need on a regular basis and then number 70 lines on the next few pages. These lines correspond to the sides in the notebook. On each line I record what is on the corresponding page. Only short words or phrases, or people’s names or meeting names. I’ve not needed multiple lines so far and have been able to find things quickly. When I work through the notebook I only write on one side and then flip the notebook around and work back through it, numbering the pages as I go. When I get to the end of the first side and flip the notebook, I again number 70 lines to record what’s on each corresponding page going back. I’ve found this simple process very helpful and find having a single source of truth for all information rather helpful. I will copy information from text messages or emails if needed. This saves me needing to find where the data came from in the first place.

Alongside my notebook I’m following Martin Ternouth’s Paper-based Work System. I will undoubtedly tweak it along the way, but did use this system in the past with some success. I have also removed my computer as the centre of attention and also the item that takes most space to free me up to work with paper documents.

Finally I already use Mark Forster’s Final Version Perfected to select tasks. Tasks and projects are written in a single cahier moleskine notebook. As tasks or projects are selected to work on and they require other documents they will go into the Work In Progress tray in Ternouth’s system.

I will use a digital calendar as I need to share its contents.

That about wraps it up. I’m holding myself to keep to this system for 6 months before I’m willing to change it. Tweaks are ok, but not a change to the whole system.

I will try to give a monthly update on how this is working out.

I wish you all a blessed New Year!

[Bmosbacker]

@svsmailus I’ll message you but I just wanted to let you know that I’ve added you to my morning prayer list.

[svsmailus]

@Bmosbacker

I’ve added you to my morning prayer list.

Thank you kind sir!

(20 chars)

[tomalmy]

My prayers go to you.

I was just reminiscing yesterday about when I used Day-Timers. One nice feature is that it used a 7-ring binder that allowed easy adding and removing sheets. They had a large variety of different sheets and dividers, besides the calendar ones, that were very useful, making the “system” more than just an appointment calendar but also useful for various notes.

I used it througlhout the 1980 and 1990s, and the company is still around. https://www.daytimer.com

[svsmailus]

@tomalmy

I was just reminiscing yesterday about when I used Day-Timers.

I used them also about 20 years ago. As my calendar will need to be digital, the reporters notebook will suffice, but thank you for the reminder, and your prayers!

[Cindy]

@svsmailus

Having spent time evaluating my work processes, I’ve discovered that I’m actually more productive working on paper than a computer.

Me too.

I have tried and tried to force myself into a digital framework (Obsidian is SO tempting, as it NotePlan) but for me, nothing beats paper and pen.

I use a similar system to Martin Ternouth, but with index cards bundled together with binder clips and stored in a box on my desk. Whatever I’m currently working on is near the front of the box, because when I’m done, that’s where I drop it. Things I’m not doing naturally drift toward the back. It’s no more organized than that, and it works for me.

What I’ve come to realize about myself is that if I stick something into a digital folder or note-taking app, I’m unlikely to ever look at it again. But my index cards invite exploration. I can–and do–sift through them and find hidden gems I had forgotten, or discover new ideas I hadn’t considered.

I hope you have a less stressful, more peaceful 2025. A paper-based workflow is likely a good start.

[MevetS]

I’m old, and as noted elsewhere on this site, most of my notes begin on paper, it is what I’ve been using all my life. I write much faster than I type (although my penmanship is atrocious!). And most of my notes are ephemeral.

I do use Obsidian for things I want to remember and reference later, such as documenting automations and app settings, home and car maintenance schedules, hobby stuff, and the like. And I recently started using Drafts for quick capture when I’m on the go. And so far it’s been working. But I still find myself copying those drafts to paper, so they’re right there in front of me.

I’ve a friend who gives me a page a day calendar each year for Christmas, and I use a binder clip to hold the pages as pads, not unlike @Cindy’s system.

@svsmailus good luck with you new-ish system, and be well.

[cornchip]

Thankful for your successful surgery and that you are still with us! Looking forward to the progress reports on the new system.

@Cindy

my index cards invite exploration. I can–and do–sift through them and find hidden gems I had forgotten, or discover new ideas I hadn’t considered.

This is my favorite thing about paper, too.

[jsx97]

Hello, Simon. My prayers go to you. I’m not very productive or even organized, but here is one simple trick that works for me (and tested for about two years):

Each evening (or sometimes morning) I take a notebook and write down things I want to do tomorrow.

The “secret” is that each task is supplemented with a medium-sized circle. So it looks like this:

O  Blah blah
O  Blah blah
O  Blah blah

O  Blah blah
O  Blah blah

When I complete the task, I fill respective circle, so it becomes solid. For myself, the fact of filling a circle is so physically pleasant that it encourages me to do more and more. It works much better than to mark completed tasks with check marks or strike them out.

If I decided later that I don’t need or want to do something, then I indeed simply strike it out.

[KirkS]

@tomalmy

I was just reminiscing yesterday about when I used Day-Timers.

@tomalmy, I also used DayTimer. I loved my small pocket-sized leather notebook. In fact, I still have it although I no longer buy the inserts.

I also recall that Franklin Planners were less expensive than DayTimer and also had lots of options for inserts, pages, etc.

[Cindy]

@jsx97

When I complete the task, I fill respective circle, so it becomes solid. For myself, the fact of filling a circle is so physically pleasant that it encourages me to do more and more. It works much better than to mark completed tasks with check marks or strike them out.

Same here, except I use squares. For some reason it’s so satisfying to fill that in when the task is done.

[A_R]

Hello, Simon. My prayers go to you.

Last year I also shifted some of my “working” to pen paper system.
Although I keep on using digital tools, every morning I have made a practice of writing down things I want to do on paper and then strike them off as and when tasks are completed. New things which pop-up go into notebook if it is to be done same day or into Things if its future item.

A lot of “working” of items (costings/project planning etc) I prefer to write down in a notebook with a pencil and then just scan it into notes app for future reference. Working on paper has some other feel and I figured it also helps me remembering for long term. And with excellent OCRs these days retrieving that information is fairly easy.

I tried taking meeting notes in writing app, but found using note taking app more convenient specially on Zoom (or Teams etc) as I realised people had to stare at top of my head most of the times during the meeting if I am continuously taking notes.

In my experience, using a high quality notebook and pen really helps. My personal choice is Leuchtturm notebooks and Lamy Safari ink pen with Lamy ink. Though these days I am doing most of the writing with a pencil. There is some sort of satisfaction in seeing the pencil getting used up.

[Wilson_Ng]

I used to do a hybrid with OmniFocus and a disc bound notebook.

Nowadays, I’ll grab an index card and look at OmniFocus. I check for any overdue, due today, or due in the next 3 days and write those down on my index card. Then I’ll optionally write down a couple of tasks I’ll work on if I finish the due items first,

I prop it up on my UgMonk styled index card stand in front of my computer. My tasks are always staring at me. I hide OmniFocus on my Mac so I don’t get tempted to look at any other shiny objects. I can only look at my index card. Check them off from the index card as I complete theme. At the end of the day, I return to OmniFocus to check them off. Review OmniFocus again and choose any due items plus a couple of bonus tasks for me to work on tomorrow.

[Bmosbacker]

I’ve tried going back to paper or using a hybrid system, but digital works better for me. For tasks I want to complete on any given day, I use the Today view in Reminders. For weekly, quarterly, and annual goals, I use one note in Apple Notes, which includes a running list of completed items throughout the year. The nice thing about Apple Notes is I can use the pencil if desired, and it now has collapsible headings and linking.

[beck]

@svsmailus What a perspective to carry with you into a productivity system. Like many others have said, you’re in our hearts and thanks for sharing with us.

Your notebook strategy is very interesting! I’ve never heard of that method and may give it a try. I’ve always found indexes onorous but with a smaller notebook (and I assume a spiral bound at top) it feels a little more doable. I assume you just have a practice of regularly going through and describing each page at the end of the day?

I wasn’t familiar with Martin Ternouth’s system, so thanks for that and the treasure trove of convos on Tufte’s archived forum. Likewise, Mark Forster’s FVP is something I’m familiar with but from a long time ago, so nice to be reminded of it. What I like about both of these recommendations is that they are clearly vetted after years of use. They work well for these individuals, their brains, context, work, and yet… there’s a deep truth in including something like “psychological readiness” in your task system, or designing a system that recognizes how easy it is to store rifling through papers in your short-term memory, or that requires you to only work on one task at a time.

Please do keep us updated on how this is working for you!

And for those downthread that like the open/solid circle/square to track tasks digitally, I’ve use some symbols that add a third, “in process” state. You have to be using a monospace font for them to be consistently sized, but with this crowd, I imagine that’s a feature not a bug.

○ Do 
◐ Doing 
● Done

Here are a couple of screenshots of these symbols in use from some Google Docs I’m using to track a team-based project with others. The font I’m using is “M Plus Rounded” and I’ve created snippets for each circle — ddo ddoing and ddone — to make the circles easy to type.

[svsmailus]

Thank you for your kind words.

@beck

I assume a spiral bound at top) it feels a little more doable.

Yes, exactly that. The fewer lines means that describing a page on one line with keywords that are memorable to you is actually quite easy. I tend to do it every couple of days or once a week. This is because I’m familiar with the last 5-10 pages because I’ve just written them so know where stuff is. Stuff prior to that needs to be indexed. I’ve found that leaving a space before indexing is helpful in creating keywords your future self would recognise, rather than the one’s your immediate self recognises, but your future self is baffled by the description!

@beck

“psychological readiness”

This is the greatest reason why I like paper lists. Leafing through 100 tasks/projects on paper takes me all of a minute. It takes me a lot longer on a computer.

[beck]

Hi @svsmailus, I hope your health remains under good control.

I’ve been using your notetaking system with a reporter’s notebook and it’s working well for me! So thanks for that suggestion. I’ve also been using the Ternouth system, which is also going well. The FVP is hit or miss for me.

Wondering how you’re faring.

[svsmailus]

UPDATE 28 Jan 2025
Things have worked well this month. I feel more in control. Everything is visible and easy to get to. I have added a simple paper tickler file for tasks or information that is not yet due. I’ve found it easier to get going each day as I empty the tickler file for today and then look through my todo list and my project folders and start work. I’ve also added a sticky post-it (large) to the first paper in the project on which I scribble thoughts, information and next actions. This gives me an at-a-glance overview of what needs doing. I’m really enjoying not seeing this information when I’m not working on a project as I used to with my digital todo app. The computer is only put on when I need a particular piece of software to get work done and then I open the computer start the app and do the work.

My learning point this month is consistency. I found myself noting down information on post-it notes, or bits of paper. I have stopped this practice and everything goes in a single notebook. The extra pieces of paper created more clutter. One single notebook is enough and gives me a single source of truth.

I will often do my initial work on paper, even when it needs to be put into a shared google doc. I like Ternouth’s system which is ensuring only one project at a time is on my desk. I’ve also found that when I receive a phone call or email, looking through the paper folder for the relevant information has been really quick. Finally, my distractions have definitely reduced.

[nlippman]

@svsmailus Thank you for sharing both your productivity ideas, and more importantly, your health issues with us.

I join in the others in thinking of you and wishing you the very best.

[hqlmmst]

Oo, this is looking nice. May have to steal some of the setups